Three Misconceptions About Meal Expenses for Churches and Pastors

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When I was in the youth group late in high school we had a new youth pastor join our church. He was great and came from a significantly smaller church when he joined us. By smaller I mean the jump in size was fairly significant. Our youth group alone had an average attendance of more than his previous church. Needless to say there were a lot of new things for him.

One of those things was he now had a sizeable ministry expense budget. That line was there for him to be used to expense items that benefited his personal ministry. The funds could be used for books, conference registrations, mileage, and also food for meals with others.

I’ll never forget coming back after a few years of college to have lunch with the pastor and heard his story. He’d put on nearly 25 pounds that he attributed solely to his ministry expense budget.

Now, he was not using that money inappropriately, but at the same time he realized that perhaps eating out consistently may not have been the best use of that budget line.

How does this relate?

As a church bookkeeper, we see the expenses from hundreds of churches across the country and there is definitely a mis-perception that I’d like to address here.

Here’s the question we get asked a lot, Are Meal Expenses Limited for Churches and Church Staff?

Here are three misconceptions about using ministry funds for eating out.

1. Meal expenses are handled much the same as they would in a for profit business.

We see churches and pastors all the time using the church funds at Starbucks several times per week. We see pastors buying lunch out several times per week. While it would seem that there is a justification to use the church funds when working from the local Starbucks, unfortunately, that is not the case.

Much like in a business, meals can only be expensed when they serve a legitimate business purpose, and that purpose needs to be documented.

The measure here is to ask “What would a reasonable person say?”

If a pastor takes the staff out to lunch several times throughout the week and pays for everyone on the church’s card, a reasonable person may say that is abusive.

“But we need to eat” you may say.

While that is true, that meeting could have just as easily been pushed a couple hours before or after lunch and not required the meal to happen.

In a for profit business that files tax returns, the owner can only expense 50% of meals anyway. This is due to the fact that the IRS will claim that half of the meal was for the owner and therefore not able to be expensed.

In the case of Wells v. Commissioner, Docket No. 6088-76, 1977 Tax Ct. Memo LEXIS 22 (U.S. T.C. Dec. 7, 1977), the meals of attorneys who met monthly for lunch were considered too frequent to be business-related expenses.

While frequency is not defined, what was deemed here was meeting with the same people, frequently could not be considered a business related expense.

2. Using church funds for personal meals and coffee is inappropriate

We work with many churches that don’t have a physical office or location. Throughout the week pastor will work from a local coffee shop or other location. It can be tempting to get a cup of coffee and use the church’s card to pay for it. It’s easy to justify and say that you’re doing church business and therefore the church should cover that expense.

Unfortunately, that is not the case.

The IRS makes it very clear how to handle meals & entertainment expenses and does not provide any distinction between for profit and nonprofit entities.

There are some ways that a church can put an Accountable Reimbursement Plan in place which would give guidance and direction and provide some assistance to the pastor. Unfortunately, without this plan the IRS would deem this use of funds to be a benefit provided to the pastor and therefore taxable as personal income.

3. Remember, we’re called to be good stewards.

This is a very sticky issue and I’ll admit there is some grey area in the discussion.

I always will contend for churches in areas where the answer is grey that we hold ourselves to a higher standard. Just because something can be justified doesn’t make it right. Many churches are already under scrutiny so why would we voluntarily enter into situations to increase that?

Something that a previous pastor I worked for told me when stewarding and making decisions about church funds was to keep my grandma in mind. My grandma lived for many years on her Social Security income so needless to say she was not rich. However, she was a faithful tither. She made sacrifices to faithfully give and we needed to hold her sacrifice in regard when it came to using church resources.

Another way to think about it is to ask what your average church member would think. Now I’ll admit many in the church want pastors to live on peanuts and they want to go cheap. I get it. However, can you justify your expenses to the average church member? If you showed them the amount of money or percentage of budget that was spent on staff meals would they deem that as appropriate?

Now some churches have taken that too far and become cheap. I’m not advocating for hoarding and not using funds for ministry, but rather using those funds to further the ministry.

Unfortunately, the ramifications here are extreme. IRS field agents are given the authority to deem what they think is excessive or inappropriate. The fines and penalties enough should prevent us but you may also be putting your church’s nonprofit status in jeopardy. It’s really not worth it for a $3 cup of coffee.

Now this post is not intended to be an exhaustive comment on this situation and there is much more that could be said. If you want to dive deeper, comment below and we can discuss more.

If you need help in these areas or putting together a financial system that better tracks and manages your expenses let us know. We’re here to simplify so you can do ministry better.

Scheduled Maintenance – 3/16/2018

We will have a period of scheduled maintenance for the Simplify Church Bookkeeping Portal on Friday, March 16, 2018 from 7:00-8:00pm CST.

During this time, the portal may be unavailable so please plan accordingly.

This update will allow us to begin the process of having online donations processed through our new Online Giving System, SimplifyGive.com automatically sync as a deposit and donor record for your church.

Stay tuned for more updates and thanks in advance for your patience during this time while we make continual improvements to better serve your church.

[portal maintenance] Feb 13, 2018 Server Upgrades

There may be some brief periods where the portal is temporarily unavailable between 11-12pm CST on Tuesday February 13, 2018.

We are upgrading the servers to provide more speed, functionality and reliability to serve your ministry. This will also allow us time to upgrade a few items to prepare for some new features that will be released in the next few months.

Sorry for any inconvenience but the time should be very short where the Portal is unavailable.

December 2017 Portal Update [Video}

Check out what we just released in this video update.

This December update to the Simplify Church Bookkeeping Software Portal includes:

Merge Contributors
We are now able to merge contributors in the portal. Perhaps a husband and wife gave separately but want their giving statement combined at the year end, we can now do that. Also, if someone was added as a duplicate in error we can update and merge each into one contributor. Ask your account manager for more details.

Email Statements
With this update we can now email the statements at year end. Statements can be sent to an individual via email or as a bulk send to all contributors that have an email address in the system. To update your contributors and add an email address, open your contributor list in the portal and select the pencil icon to the right of each name. You’ll see a new field for email address now exists.

The email will be sent with your church’s name as the sender name and you can add your pastor’s letter as the body of the email.

Church contributions are always getting easier to manage with Simplify Church.

Are Pastor Appreciation Gifts Taxable by the IRS?

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We all know that pastors don’t serve in their position for the money.

(well most anyways, but I won’t touch that debate today)

Most pastors serve long, stressful hours in an often thankless job. Much of their work happens behind the scenes and away from the public eye and by its very nature often goes unrecognized.

The fact of the matter though is that pastors deserve to be appreciated.

For many of us, that appreciation is shown through gifts which is great and appreciated. However, are Pastor Appreciation Gifts Taxable by the IRS? Here are some quick tips on how to determine.

Pastor Appreciation Gift Tip #1

Since the pastor will most likely be considered an employee, any non-reimbursement payments to them will be considered taxable income. This would include cash, checks or gift cards. Monies designated by church members directly for the pastor as well may not classified as a tax deductible donation either. See our post on How To Handle Pastor Appreciation Gifts for more info.

Pastor Appreciation Gift Tip #2

Gift Cards are always taxable to the pastor. Regardless of the amount, since gift card has a defined cash equivilent, they will be taxable as a gift to the pastor. Many churches will seek this option to avoid tax, but if ever audited they will be surprised.

Pastor Appreciation Gift Tip #3

There are gifts that would be considered non-taxable. These may include a gift basket of items, letters, cards, or other items that would be considered a de minimis fringe benefit. The IRS Website has some specific information on De Minimis gifts and make it pretty clear on what does and does not qualify. Basically, it cannot be disguised as wages or be given in any way to avoid taxing, it must be infrequent and the value can be determined as “administratively impractical” to account for.

To conclude, your pastor deserves to be appreciated but keep in mind that there are other considerations that need to be taken into account before you determine your pastor appreciation gift. Appreciate your pastor, but do so in a way that blesses him and let’s him know that you are thankful for the time and effort he puts in.

How To Handle Pastor Appreciation Gifts

The IRS and pastor appreciation gifts

When I first felt the calling to ministry, I actually had a pastor who did his best to talk me out of it. He shared his experiences with isolation, long hours and times when he wanted to give up.

At first I was shocked. Why is this man who is serving the Lord trying to talk me out of being a pastor?

Why is this man who is serving the Lord trying to talk me out of being a pastor?

I quickly realized he wasn’t really trying to talk me out of it, but testing my calling and really forcing me to wrestle and pray through the decision of going into full time ministry.

I took the plunge and haven’t looked back. Now I don’t serve in a traditional capacity as a pastor, preaching and leading a church each weekend, but rather a role supporting pastors and freeing them up to be better focused on what they do best … Ministry.

Your pastor probably shares a similar experience. He may be all smiles and joy on Sunday morning, but truth be told, there is a war waging inside of him.

He’s not showing the late night he spent last week when he was called to the hospital in the middle of the night.

He’s not showing the hurtful words that a member shared with him about how he’s handling the church.

He’s not showing the stress put on him by the finance team giving him direction, but not providing him any input to the matter.

He’s not showing the stress from home as his wife and children realize they often take a second seat to his role as pastor.

These are the things most people don’t realize your pastor is dealing with.

Now that I’ve painted a bleak picture of being a pastor, let me also share that your pastor is probably in the most rewarding position he could be in. While there are times of stress, the position is often the most rewarding and delightful place to be, fully serving God.

So why did I share all those things about your pastor?

Your pastor needs your appreciation.

Most pastors aren’t in their positions for the money or fame. Many could go get secular jobs and not put up with the hassle they often deal with. Your pastor does it for a higher calling.

However, your pastor would still like to be appreciated.

Every year, October is pastor appreciation month a time when most churches are going to provide a pastor appreciation gift. I’ll admit we shouldn’t reserve our appreciation and show only one month, but it’s nice to have a defined time to remind us of what our pastors do for us.

In appreciating your pastor, there are some things to keep in mind that we’ll discuss here. While most people have great intentions in how they show appreciation, there are definitely some guidelines to stay within so you can truly bless him.

Pastor Appreciation Gift Guidelines

For many churches, they want to bless their pastor with a cash gift to show their appreciation. While that is great, here are a few things to keep in mind.

Cash gifts for pastor appreciation are probably taxable income

It’s pretty safe to say that anytime an employer (the church in this case) provides cash or a non-reimbursable payment to the employee (pastor) it is probably taxable income to the receiver. There really are no instances where an employer can provide payment to an employee and have that not taxed.

As a church, maintaining your financial records is crucial on so many levels. Any check or money that is spent needs to be tracked. When that payment is given to an individual in a non-reimbursable payment, it needs to be recorded and handled correctly.

If you are paying pastors straight cash with no record, you’re inviting a whole host of problems should an audit ever occur. There is never a time when someone should be given cash from the church. This also goes for love offerings that are collected. At no time should any part of a collected amount of money be given in cash to an individual.

Church collections for pastor appreciation gifts may not be a tax-deductible donation

Churches often survive on faithful gifts and offerings.

It’s often misunderstood, but in most cases the donor can claim donations to a church as a charitable donation and have that reduce their yearly tax burden. However, in instances where money is given and designated by the donor as to the use of those funds, it opens an entirely new set of circumstances for that donation which may preclude the amount from being deductible.

The IRS has made it fairly clear as to when a donation is deductible or not. The test really goes back to donor intent.

The test here really goes to how much control the organization maintains as to the use of the funds. If the donor gave a gift and “designated” that gift to a specific individual, that gift would not be tax deductible. Those gifts are being treated, in effect, as a gift to the individual.

If the person gave the gift to an organization to a designation where the church maintains control as to the disbursement of that gift, it can be tax deductible.

Here are a few specifics.

If money is collected for the Senior Pastor, and people are giving specifically for that purpose, those monies are probably not tax-deductible.
Here’s a good article to help understand giving designated for an individual in your church.

If there is more than one pastor on staff, and people are giving money to a pot of money that will be distributed by the church among the pastoral staff, that would be a deductible gift.

In both cases, when the money is disbursed to the pastor(s), it would be considered taxable income to them and would need to have appropriate amounts withheld.

What if our pastor is paid as a 1099 Independent Contractor?

This presents a completely different scenario and the church really needs to take a look at the IRS test page as to whether the pastor really qualifies to receive a 1099-Misc. Additionally, for the pastor, he is being over-taxed handling things this way if that is his choice on how to receive compensation.

Are non-cash pastor appreciation gifts to the pastor taxable

Many churches will choose to give gift cards or other non-cash gifts as pastor appreciation gifts.

In this case, the IRS terms those gifts at “De Minimis Fringe Benefits” defined considering its value and frequency are so small that accounting for it would be impractical or unreasonable.  IRS page on De Minimis gifts for churches

Two keys here to keep in mind are that these gifts are not to be a way to disguise compensation, they are to be occasional or unusual in frequency and as already ruled by the IRS, should not exceed $100.

However, gift cards cannot be classified as de minimis gifts for the very fact that they have a specific cash value. Because they have a specific value which can be accounted for, any Gift Card pastor appreciation gift would need to be considered a taxable fringe benefit to the pastor. A case could be made for the small monetary value of a Gift Card falling under the guidelines as “impractical or unreasonable” for accounting purposes, but again, since they do have a very specified cash equivalent value, they would be a taxable gift to the individual.

Because they have a specific value which can be accounted for, any Gift Card pastor appreciation gift would need to be considered a taxable fringe benefit to the pastor.

You should appreciate your pastor regardless

Being a pastor is a difficult position and we should always take time to show our appreciation. He’ll definitely appreciate it.

Note: Because your situation may be fact dependent, this is not to be considered tax or legal advice. The intent of this advice is to be general in nature and should not be used as legal advice. Your church should consult a qualified individual with the specific facts of your situation.

September 2017 Portal Update [Video]

Check out what we just released in this video update.

This September update to the Simplify Church Bookkeeping Software Portal includes:

Church Metrics
Easily track and manage key metrics for your church.

Role and Permissions updates
We are streamlining the roles and permissions for users. Stay tuned and your Church Account Manager can update on a plan to implement in your system.

Coming Soon!

Contributions Updates
Several updates the contribution and donor management area of software including the ability to Email Contribution Statements.

Online Giving
We’re launching a tool to accept online donations for your church that track directly into the portal. No longer will you need a third party giving platform to manually enter the data from. Our system will streamline this for your church.

Stay tuned for more updates.

July 2017 Portal Update [video]

Watch and see what’s now new in the Simplify Church Bookkeeping Portal.

In this update we feature:

Deposit Overview:
The deposit detail screen will now feature an overview bar. This will break down the sub-totals of each deposit by income line, allowing amounts to be verified easier against what is being input.

Expanding Budget Child Lines:
We have updated a feature for Income and Expense requests to now show all child lines in your budget in the drop down selection tool.

Member vs. Non-Member Giving Tracking
If you want to track giving by member vs. non-members, you can now turn on that ability at the organizational level.

4 Keys to Manage Church Spending

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One of the biggest questions we get from churches looking for our help revolves around how to control church spending.

Like any organization, things are easy to control when only one or a few people are involved. Once growth starts to occur and more people get involved, it becomes significantly more complicated to hold the reigns. Add to this a growing, scaling ministry and it’s no wonder why keeping track of church spending quickly becomes overwhelming.

As churches grow, often this issue creeps up on the pastor and church leadership. That first ministry leader hired needs to run to Wal-Mart to get some supplies. Pastor gives them the church debit card and they go. This process gets repeated but now the next leaders are given debit cards for their own ministry area. Before long, too many people have access to spend the money and without proper financial controls, your church’s spending will be out of control.

At first, you may be tempted to just curb all spending and put a lock down on the finances of the church. While that will definitely curb spending, it will also frustrate your leaders, disenfranchise your volunteers and stifle your ministry growth.

The key to managing church spending is to implement a system I can define as Flexible Control.

There is definitely a balance to your system and what you put in place to manage spending, while empowering your volunteers and key ministry leaders to serve.

Here are a few ideas on how to put effective spending systems in place.

1. Have a Budget in Place

I’ve written several postings about the importance of a church budget and how to start a church budget. We’ll be releasing a Church Budget Builder Online Course in September that will help guide you through the budget building process.

Before we can get to building a budget, we must have an understanding about what a budget is and what it can do for your church.

A budget is nothing more than a guide; a roadmap to how the church will allocate the resources they have been entrusted with in the upcoming year. As a plan, the budget needs to be flexible, while at the same time providing enough concrete direction to help manage the resources in place.

But how does a budget help manage spending?

It’s actually quite simple. With a budget in place, with well defined ministry area budgeted amounts, your ministry workers have their “guardrails” when it comes to their ministry. A ministry leader in your children’s ministry can know exactly how much has been allocated for them to use to do ministry for the upcoming month or year.

Now, does that mean they can just go out and spend it all in one place?

Absolutely not, we’ll get into more keys later but this is the first step.

This is also an area where you as a pastor or key ministry leader can show leadership. While you empower your ministry area leaders to be able to make spending decisions, you are also providing a level of control as to how much gets spent.

It’s also important as the leader of the church to share about stewardship. There is so much that can be said here about budgeting that an entire post can (and has) been written but for now we’ll just leave it that for your church to manage spending, you need a budget in place.

FOR YOUR CHURCH TO MANAGE SPENDING, YOU NEED A BUDGET IN PLACE

2. Develop an Atmosphere of Stewardship

Somehow over the years churches have become known as cheap. The word stewardship has become synonymous with cheap. For some reason, there’s a belief that churches shouldn’t spend money for things and opt to ask for free or handouts.

Now I’ll agree that churches should not spend frivolously and there are many things that churches and church leaders spend money on that may cause others to think differently about their decision making abilities but that is all the more reason to develop an atmosphere of stewardship.

What is an atmosphere of stewardship?

As a pastor, you are responsible for the spiritual direction of the church. It is your vision guided by God that is helping people on their journey of discipleship.

An atmosphere of stewardship is a culture where everyone in the church knows that spending decisions are handled wisely. When you are seen making wise spending decisions, your key leaders and volunteers will understand that is a key value and it should trickle down to them.

NOTE: if it doesn’t, then you may need to use that as a reason to find a new ministry leader.

Spending wisely doesn’t mean being cheap. Think of it as an investment. Even if something is expensive, what does that do for the future of your ministry? Is that an investment in people’s lives? Can that purchase or expense better build the Kingdom.

Think parable of the talents.

God has entrusted your ministry with resources to be used, are you burying those resources in the sand or are you investing it to yield dividends for the Master? This is also a great place to speak into your ministry leaders that may have a slant towards being cheap or trying to do things for free. I’ve already written about the ministry cost of free and the true costs of free.

An atmosphere of stewardship encourages everyone to think through spending decisions and be wise stewards of the church’s resources.

3. Put spending guidelines in place

Ok, let’s get real practical here.

One super simple way to control ministry spending is to put spending guidelines in place. This goes back to the key of having Flexible Control over your finances. They goal here is to put in enough controls while maintaining a level of flexibility to let ministry happen.

Depending on your church’s budget the amounts may differ but let’s put it into perspective with some real numbers.

Let’s use a church with 2 Full Time pastors, 1 Part Time Ministry Assistant, and 4 key ministry volunteer leaders. This church has a budget of about $300,000 just for perspective with your ministry. For simple math, let’s break this down and say outside of fixed expenses (payroll, utilities, insurance, rent or mortgage and missions) we have about $90,000 left for ministry.

If you’d like to see how we came up with those figures, consider our Church Budget Builder Course

$90k gives us about $7,500 per month for ministry uses. As we break our budget down further and further, the amounts get pretty tight.

That $7,500 per month is to be used divided up by the ministry areas. To continue the simplicity of our example, let’s say our Children’s ministry has $1,000 per month BUDGETED to spend. (notice the emphasis on the word budgeted!)

As pastor, your job is to empower your Children’s Ministry leader to be a steward of that $1,000/month. What does that look like practically?

Within a strong financial accounting system (see point 4), you give your CM leader the freedom to spend up to $1,000 per month. Now, do they have the authority to spend that all at once? That is a question for you and your leadership. That will also depend on that person’s personal ability to manage the stewardship of that amount.

Here’s what I’d recommend.

Your Children’s Ministry Leader can spend up to $200 without needing further approval (the budget gave approval) on any expenditure. If the expense is going to exceed $200, encourage them to ask you about the purchase.

AND NO, this does not need to go to approval by committee or business meeting!!!

You as the pastor should have the authority to permit spending within the parameters of the budget. If it’s something you’re not comfortable with making the decision alone, email another elder or leader and ask for their second opinion. However, the approval to the Children’s Ministry Leader should not take more than a couple of hours.

Again, I could go on and on here, but with an atmosphere of stewardship and simple spending guidelines in place, this should not be an issue.

4. Have a robust, scalable accounting system

As I began this post, I mentioned that out of control spending is one of the top things pastors ask me about. In many cases, spending is out of control because no one is in control. No one is in charge.

Pastor wants to pawn the financial management off to the treasurer or bookkeeper, treasurer or bookkeeper is already stretched to the max just handling the data input and your elders are wanting to see the key financial reports to know the giving trends for the previous month.

With all that going on, it’s no wonder why many churches feel they are out of control with spending.

Let me suggest something real quick. With our Simplify Church Bookkeeping System, we empower your church and leaders to make decisions with the information, not spend time worrying about how to categorize that last receipt in Quickbooks.

I won’t spend too much time here in a shameless plug but a system like Simplify Church will help you gain control of spending because we’ll come alongside and partner with your church to manage your finances. With your assigned Account Manager, we can stand in your corner to help put spending systems in place.

Conclusion

I’ll admit I could have written for several more hours on this topic and probably will in the future. I could break down each key into its own post but for now we’ll leave this overview here.

Managing the resources God has entrusted to your church is a key step in stewardship and leadership. As you become faithful with the little things, God will continue to increase the amount He sends your way to steward. Managing the spending of your church is as much a spiritual discipline as anything else and should be something you strive to be the best at as a pastor.

I’m curious, what have you put in place with your church to manage church spending?  Comment below and we’ll discuss.

Transactions link bug – 07-18-2017

UPDATE- the transactions view bug has been resolved. Please let us know if you have any continued issues.

We are aware of a bug that is currently affecting some users sand their ability to see the transactions link. We’re working to resolve the issue and should have it fixed soon. We’ll continue to update this post as it gets fixed.

Sorry for the inconvenience.